Welcome to

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Welcome to
Budgeting for Regional Board Members

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Self-paced versionUse mouse click to advance
the slides
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Course Goals/Objectives

• Review Elements of the Annual Budget
• Develop a budgeting process
• Understand Variable vs. Fixed Costs
• Discuss individual/specific budgets
• Understand how to deal with under and over runs

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Class Survey Questions

• Who is not a Treasurer or an RC?
• What other positions are in the class?
• RRA? RCA? CVPA? Registrar? Others?
• Size of region
• Less than 300 players?
• Greater than 300 and less than 1000 players?
• Greater than 1000 players?
• Size of annual regional budget?
• Less than 50K?
• Greater than 50K and less than 100K?
• Greater than 100K?

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Financial Definitions

• Annual Budget
• Actuals
• Forecast

Estimate of
revenues and expenses for specified 12 months

• A report of actual revenues and
  expenses for a given period
• NAP Report

Report with actual revenues
and expenses to-date and estimates for the
remaining time, usually one year
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What items are included?

• Revenue
• Registration fees
• Sponsorships
• Financial donations
• Fund-raising
• In-kind donations

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In-kind Donations

• What are they?
• Product or services that are free or at less than
  market price
• Local company donates t-shirts for coaches
• Why track them?
• For planning purposes, to ensure items are
  covered in future budgets

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What items are included?

• Major Basic/Critical Expenses (Musts)
• Players uniforms
• Volunteers referee equipment, training, travel
  (Section Conference)
• Organization registration, publicity,
  supplies/postage/phone, fields
• Capital Equipment goals, nets, etc.

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What items are included?

• Other Expenses (Wants)
• Players awards, photos, apparel,
• Volunteers recognition, apparel,
• Organization postage, copying, meeting,
• Capital equipment, field development,

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Who owns the budget?

• Regional Treasurer with
• Regional Commissioner support and
• Regional board members providing information and
• Other volunteers as needed.
• The Entire Board owns the Budget!!

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With whom should the Treasurer interact to
prepare the budget?

• Regional Commissioner
• Registrar
• Uniform and equipment coordinators
• Coach Administrator and Referee Administrator
• Other board and non-board members

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Building a Budget from scratch

• Create list of all possible expenses
• Review past checks and receipts for items, costs,
  timing
• Look at past deposits amounts and sources
• Check with former board members
• Schedule budget discussion meetings
• Talk to suppliers
• Call other Treasurers

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Key Budgeting Factors

• Quantities
• Players, teams, and players/team
• Referees and coaches
• Practice fields per week
• Field Equipment (nets, flags, paint)
• Training classes
• Section Conference and NAGM attendees
• Sponsors
• Copies, ads, mailings

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Key Budgeting Factors

• Amounts/Costs ()
• Registration fees
• Referees and coaches
• Sponsorship levels
• Uniform costs
• Referee and coach equipment/apparel
• Awards/recognition costs
• Training materials costs
• Communication costs (printing, web, etc.)

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Budgeting Tools

• Paper/forms
• Software
• Excel
• Quicken
• Money
• Other

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Budgeting Tools Consideration Factors

• Simplicity vs. complexity vs. flexibility
• Special knowledge and/or equipment (computers)
  required and costs
• Ease and timeliness of sharing past and future
  information
• Time to integrate changes
• Ability to assess impact of what-if scenarios.
• Accuracy
• Re-use of past, current, future data
• Time needed to train successors

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Major Consideration Variable vs. Fixed Costs

• Variable expenses are dependent on the number of
  players
• Uniforms, photos, participation awards, etc.
• Fixed expenses do not depend on the number of
  players
• Field costs, tournament trophies, registration
  costs, etc.
• Are Fixed Costs Unchanging?? No!!

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Costs vs Number of Players
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Total Costs vs Number of Players
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Revenue vs Number of Players
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Total Revenue vs Number of Players
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Revenue and Costs vs Number of Players
Break-Even!
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Lets now prepare a budget.
From the Treasurers Manual, or from www.ayso.org
First - Obtain the Budget Form
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Preparing a Budget Next Steps

• Using the form
• Estimate revenues
• Estimate expenditures
• Subtract expenditures from revenues
• Add in last years account balances
• Celebrate the surplus
• Or cry over the loss
• 6. Done!

Right?
Are There Any Questions?
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Using a Budget Process

• Develop and communicate the calendar, including
  due dates for
• Submittal of individual budgets
• Budget reviews and consolidation
• Approval meeting
• Submittal to AD and NSTC (by June 1)
• Agree on the assumptions
• that will be used
• Have each board member submit
• a budget to cover their area of responsibility

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Preparing a Budget Using a Process

• Estimate Revenue first, or Expenses first?
• Depends upon degree of stability versus prior
  year
• Do you wish, intend, or need to change fees?

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Preparing a Budget Using a Process

• Are you expecting significant growth?
• Project revenue first, additional funds to spend
  on fixed cost items
• Do you rely on Sponsorships, Donations,
  Fundraising?
• Project expenses first, then deduct fees to
  determine required level of fund raising

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Preparing a Budget Using a Process

• Did you achieve last years budget?
• If you overran expenses, do expenses first,
  determine where to tighten things up
• If you ran a surplus versus budget, why? More
  players? Less expenses?
• When should you begin the process?
• You need to allow enough time before your first
  registration since you may need to adjust your
  registration fees

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Budgeting Exercise

• Form into five Functional Groups
• Coach Administrators
• Referee Administrators
• Registrars/CVPAs
• Safety/Field Directors
• Administrative group
• Each group should identify budget expenses

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Budgeting Exercise

• Coach Administrators
• Coach trainings/clinics
• Supplies/equipment (whistles, clipboards, etc.)
• Coach shirts/uniforms
• Tournaments

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Budgeting Exercise

• Referee Administrators
• Referee trainings/clinics
• Equipment/supplies
• Uniforms
• Tournaments
• Appreciation items

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Budgeting Exercise

• Registrars / CVPAs
• Registration event location expenses
• Volunteer flyers
• Uniforms
• Awards
• Office supplies for registration events
• Postage
• Payments to AYSO

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Budgeting Exercise

• Safety / Field Directors
• Goals and nets
• First aid kits
• Field paint
• Park fees
• Kids Zone signs

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Budgeting Exercise

• Administrative group
• Office supplies - postage
• Mileage - travel
• Meeting expenses
• Board trainings
• Advertising
• Awards - photos

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Adjusting your Budget aka Now What??

• Are additional sponsorships or fund raising an
  alternative?
• If no other alternative, where can we cut
  expenses?

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Adjusting your Budget aka Now What??

• If no other alternative, where can we cut
  expenses ??
• Less expensive uniforms
• Usually largest variable expense
• Photos charge separately if bundled
• Hidden fee increase
• Less expensive awards (trophies, medals)

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Adjusting your Budget aka Now What??

• If no other alternative, where can we cut
  expenses (continued)??
• No cost promotional opportunities
• City events and publications
• School districts and child care organizations

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Adjusting your Budget aka Now What??

• If no other alternative, where can we cut
  expenses (continued)??
• Seek no cost meeting locations available to
  non-profit organizations
• Government organizations
• Schools
• Local hospitals
• Local Utility companies

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Adjusting your Budget aka Now What??

• Ultimately, use appropriate balance of
  fundraising, fee management and cost management
  to balance budget
• Remember to budget a reserve!
• 5 to 12 per player
• No budget is perfect!

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Thank you for attending Budgeting

• Please also consider attending
• Developing a Regional Calendar
• Auditor Training
• Treasurer